What really happens behind the scenes at Big Raven Farm before our guests arrive
I've looked through hundreds of pictures from our retreats over the years, and some of my favorites aren't necessarily the prettiest ones. They're the pictures where someone is laughing so hard they can barely work on their project, or where the tables are covered with supplies, coffee cups, scraps of paper, and half-finished creations. I love the pictures of everyone sitting around the dinner table, the finished projects lined up for a group photo, and those quiet moments when someone has found a comfortable spot to work on something all by themselves.
But there's something I've noticed about our retreat photos. They make everything look so wonderfully organized.
Now, don't get me wrong. By the time our guests arrive, things are usually in pretty good shape. The bedrooms are ready, the workroom is organized, and Darin has everything under control in the kitchen. But if you were to stop by Big Raven Farm a few days earlier, you might get a slightly different impression. You'd probably find me surrounded by project supplies, Darin making another grocery list, and at least one of us wondering where we put something we just had in our hands.
I thought it might be fun to tell you about that part of running Big Raven Farm for a change. Not the beautiful finished projects or the wonderful meals, but the days leading up to a creative retreat when we're getting everything ready and hoping we haven't forgotten anything important.
The Week Before a Retreat
Actually, the planning starts long before the week of a retreat, but those last few days are when the lists start getting a lot more attention.
By this point, we know who's coming, what rooms they'll be staying in, and what projects they'll be working on. At least, that's the plan. There are always a few last-minute questions, details to confirm, and things that need adjusting.
Darin is usually focused on food. He's reviewing dietary requests, thinking through the menu, and figuring out what he needs to buy. I'm checking everyone's project selections, going through supplies, and making sure we have what we need.
For our Pick Your Projects retreats, we offer many of the same projects throughout the year. That means we've gotten pretty familiar with the materials and instructions, but every group is different. One weekend we might have several people working on the same project, while the next retreat could have everyone making something completely different. So even though the projects themselves may be familiar, the preparation changes depending on who's coming.
There's also the matter of making sure we have enough of everything. I don't particularly enjoy discovering we're short on something when we're in the middle of a project, so I try to stay ahead of that. Sometimes that means ordering more supplies, and sometimes it means digging through what we already have because I'm fairly certain there's another package of something somewhere.
I have a talent for putting things in a safe place and then forgetting where that safe place is.
We cross something off the list, remember something else, and add it to the bottom. I suppose that's better than remembering it after everyone arrives.
The House Starts Looking Like Something Is Going On
A few days before a retreat, the house begins looking like we're preparing for something. There might be supplies waiting to be sorted, laundry going, and groceries coming through the door.
I like to get project materials organized ahead of time because once everyone arrives, I want to spend my time helping people create rather than searching for scissors or wondering whether we have enough paintbrushes.
Some projects are fairly straightforward to prepare. Others have quite a few pieces, and it's easy to overlook something small. If you've ever started a project and realized halfway through that you're missing one little item, you know how frustrating that can be.
I also like having a few extras available. People change their minds about colors, make mistakes, or decide to try something a little different from the original instructions. That's part of being creative, and I don't want anyone feeling like they have to be overly careful because we're going to run out of something.
Meanwhile, Darin is dealing with his own collection of ingredients, shopping bags, and grocery lists. Feeding a houseful of people for several days takes some planning, especially when we're accommodating different dietary needs. And I can't tell you how many times we've made a trip to the grocery store, gotten everything home and put away, only to realize there's one more thing we forgot. Of course, it's usually something we actually need, so that means another trip to the store. You'd think after doing this as many times as we have, we'd have it all figured out by now. Apparently not.
We each have our own things to accomplish, but that doesn't stop us from interrupting each other throughout the day. Sometimes I need Darin's help moving something. Sometimes he needs to know how many people will be here for a particular meal. And sometimes one of us just needs the other to remember where something was put. I imagine from the outside it probably looks like we're both doing about six things at once. Some days, that's not far from the truth.
Getting the Farmhouse Ready
As we get closer to Thursday, I start looking at the clock a little more often. There are bedrooms to finish getting ready, beds to make, towels to put out, and bathrooms to clean and restock with toilet paper and the other things guests might need. Then there are menus to print and door hangers to prepare for each room. I love having guests stay here, but preparing accommodations for a houseful of people involves a surprising amount of laundry. I don't think I've ever finished making all the beds and thought, "Well, that wasn't much work."
And then there's the farmhouse itself. Anyone who lives in an older home knows that it occasionally has its own ideas about what needs attention. You might have a perfectly reasonable plan for the day, and then something decides it needs to be fixed, cleaned, or dealt with right now.
The Farm outside needs attention, too. Depending on the season, we might be mowing, cleaning up leaves, tidying outdoor spaces, or getting things ready so guests can enjoy being outside. Living in the Driftless Area of southeastern Minnesota is beautiful, but the grass doesn't stop growing just because we have a retreat coming up.
Somewhere in the middle of all this, we're checking the workroom again. Are the tables ready? Is there enough space for the projects everyone has selected? Are the tools where they need to be? Did I remember that one particular supply?
The funny thing is that I can walk through a room three times and still notice something on the fourth trip.
And there are always the ordinary things that still have to happen. Emails need answering, phone calls come in, and life doesn't magically stop because we're preparing for guests. By the evening before a retreat, I'm usually feeling pretty good about what we've accomplished, although I can almost guarantee there's still a list sitting somewhere with a few things left on it.
Thursday: Just One More Thing
Thursday morning is when all those little details start to matter.
We're checking the bedrooms one more time, making sure the common areas are ready, and finishing whatever needs to be done before everyone arrives. Darin is busy in the kitchen preparing for dinner, and I'm usually going through the workroom making sure everything is where it belongs.
I wish I could tell you that by lunchtime we're always finished and sitting outside enjoying the view. Wouldn't that be nice? The truth is, there's usually something else that needs doing. Sometimes it's important, and sometimes it's one of those little details nobody else would ever notice, but I want to take care of it anyway.
There's something satisfying about walking through the workroom before everyone arrives. The tables are clear, the supplies are organized, and everything is waiting for the people who will soon be using it. I also know exactly how long that beautiful organization is going to last. Not very long, and that's perfectly fine with me.
Then the Cars Start Coming Up the Driveway
Eventually, Thursday afternoon arrives, and whether we've crossed everything off our lists or not, it's time to welcome our guests.
A first-time guest gets out of the car and takes a look around, while someone who's been here before is already telling us how happy they are to be back. There are bags to carry inside, rooms to find, and introductions to make.
Once people start arriving, the house gets a whole lot livelier. Someone is asking about a project, someone else is admiring the view, and people who have never met are starting to get acquainted.
By the time we sit down for dinner on Thursday evening, everyone is settling in and getting to know each other. Someone who was a little nervous about coming alone has found another guest to talk with. A returning guest is sharing something from a previous retreat. People are comparing the projects they've chosen and talking about what they're looking forward to over the next few days.
We can plan just about everything for a retreat, but we never know who will hit it off or what conversations will happen around the dinner table.
What Happens After Everyone Arrives
Of course, our work doesn't stop on Thursday afternoon. Darin still has meals to prepare, I'm helping with projects, and there are always little things that come up during a retreat. But before guests arrive, we're concentrating on getting everything ready. Once they're here, we're paying attention to the people.
Someone might need help figuring out a technique. Someone else might be trying to decide which color to use. A project might take longer than expected, or something might not turn out quite the way it was supposed to. I actually enjoy that part. I like helping people figure things out, especially when they discover they can do something they weren't sure they could do.
On Thursday, everything is neat and organized. By Saturday, there are projects spread across the tables, paintbrushes sitting in jars, scraps of paper everywhere, and all sorts of things drying or waiting for the next step. To someone who doesn't enjoy making things, it might look like a terrible mess. To me, it looks like everyone is having a wonderful time.
Meanwhile, Darin is keeping everyone fed, which is no small accomplishment. Meals become a chance for people to put down their projects, sit together, and talk about whatever happens to come up. Some of the best conversations have absolutely nothing to do with art or crafting.
The Part That Never Makes It Into the Pictures
I wrote another blog a while back called "What Does a Big Raven Farm Retreat Actually Include?" where I talked about the accommodations, meals, creative instruction, supplies, and other things that are part of spending a weekend here. But I realized there's another side of the Farm I haven't shared much about, and that's everything happening in the days before our guests arrive.
When you look at retreat photos, you see people enjoying their weekend. You don't see the afternoon when the workroom was still being organized, the extra trip to the grocery store because we forgot something, or the menus and door hangers waiting to be printed.
And that's perfectly fine with me. When you're here, I'd much rather you spend your time enjoying your projects, visiting with other guests, or sitting outside taking in the view than wondering whether Darin had to make another grocery run.
Sunday Morning Looks a Little Different
By Sunday morning, the workroom doesn't look anything like it did on Thursday. There are finished projects waiting to be packed, supplies that need to be put away, and probably a few things that have somehow ended up nowhere near where they belong.
Guests are getting their things together, sharing contact information, and talking about what they've made. Sometimes people are already discussing which retreat they'd like to come back for. And then, one by one, the cars start heading down the driveway.
The house gets quiet again, although there's usually plenty of evidence that we've just had a retreat. There are beds to strip, towels to wash, tables to clean, supplies to put away, and all the other things that come with getting the Farm back in order.
I usually look through the pictures from the weekend and smile at the things people made and the fun everyone had. And then I look around and realize it's time to start another load of laundry.
By the time everyone leaves, Darin and I are usually ready to put our feet up for a little while. Of course, there's still plenty to do, and before long we'll be pulling out the lists and getting ready to do it all over again.
I wouldn't have it any other way.
Come See the Farm for Yourself
If you've been looking for a creative retreat in Minnesota, I'd love for you to take a look at what we have planned at Big Raven Farm. We offer Pick Your Projects weekends along with other creative experiences, including art workshops and retreats focused on different techniques.
You don't need to bring a friend, and you don't have to be an experienced artist or crafter. Come ready to try something new, enjoy a few good meals, and spend some time in the beautiful Driftless Area.
Explore Our Upcoming Big Raven Farm Retreats
We'll be getting everything ready for you.
Joleen